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RE: OFFICERS & BOARD OF DIRECTORS MEETING OF PORTSMOUTH YACHT CLUB
LOCATION: Portsmouth Yacht Club, New Castle, NH.
DATE: June 12, 2003
TIME: 7:00PM
PRESENT: Cmde Scott V/C Young R/C Jones P/C Coffey Capt. Chambers Capt.
Jefferson Capt. Watson Capt. Goldberg Capt. P. Young Capt. Rushforth Capt.
Blidberg Capt. McCormack Treas. Harrigan Sec. Fleming
ABSENT:
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At 7:00PM Cmde Scott asked for the attention of the Board members to introduce
members of both PSA and PYC, Capt. Hammer, Capt. L. Small, Capt. J. Small and
Capt. J. Myles who wished to discuss the use of the clubhouse for after race
gatherings of the PSA organization. The gatherings to take place on the
following dates:
07/22/03 1900 through 2100 Dollar Night
08/12/03 1900 through 2100 Dollar Night
08/15/03 1900 through 2000 Skippers meeting Redhook Regatta
08/17/03 1600 through 1800 Awards ceremony for Redhook Regatta
09/09/03 1900 through 2100 Dollar Night
Capt. Hammer explained that this was a tentative list of dates and PSA would not
require exclusive use of the clubhouse. For Dollar Nights they want to invite
PYC members to join the racers after the race and participate in the meal.
Dollar Night is hamburgers, hot dogs, chips, pasta/potato salad, beer, etc.
After Capt. Hammer's presentation the Board asked a series of questions
regarding the history of PSA and its growth in the harbor area. Many questions
were asked about the past history of the organization when PYC was a
participant.
Cmde. Scott thanked Capt. Hammer and his committee for their presentation and
explained he would get back to them after the Board meeting. Capt. Hammer and
his committee retired from the meeting room.
Cmde. Scott then called the meeting to order at 7:27PM by noting a quorum of the
B of D was present. He began the meeting by asking Sec. Fleming for his report
of the May 15TH meeting of the Board of Directors.
SECRETARY’S REPORT:
Sec. Fleming asked if all members present had received a copy of the notes of
the May 15TH meeting of the Board of Directors. He then asked for any
corrections to, or omissions from the report. With no other questions, comments,
or additions being requested, Cmde. Scott asked for a motion to accept the
Secretary's report. Capt. P. Young moved for acceptance; seconded and so voted.
The log book contains the written report.
TREASURER’S REPORT*:
Treas. Harrigan began by distributing his May financial report along with
attachments which included results of newly developed record keeping procedures
for the staff and Steward to follow. He reported to the Board that the budget
for April and May is $3000.00 below last year's expenditures for the same
period. However by year's end he projected a budget overage of $5000.00, the
critical factor being increases in management payroll costs.
We currently have $171,514.98 in deposits on hand which breaksdown as follows:
Checking A $91,947.92, Checking B $27,292.97, Certificate account $52,274.09.
Our mortgage loan stands at $93,278.95. Operating expenses for the month of May
totaled $22,622.20 with cash receipts of $12,288.42, leaving a deficit of
$16,645.00 for the month.
Cmde. Scott asked for any further questions of Treas. Harrigan; there being
none, he asked for a motion to accept the report as submitted. Capt. Goldberg
moved for acceptance, seconded and so voted. Copies of the report will be placed
on file for future audit.
REAR COMMODORE’S REPORT:
R/C Jones began his report by informing the Board that he had several requests
from members to rent the Club house on a Thursday evening and wanted to be sure
of the proper answer. After general discussion by the Board and a re-reading of
the motion passed at a previous meeting, the Board reaffirmed that only the
civic organizations historically given the use of the club in the past would be
considered for usage on an evening other than Monday.
Ellen Blanchard and Judy McCarty are continuing the development of a Burgee
Identification List with 65 Yacht Club burgees currently identified. The list of
burgees will be presented to the Club when completely cataloged. At that point
Capt. Sandra Smith has offered to assume the upkeeping of the list when fully
researched.
Jinny Burgess is coordinating the visitation of the tall ships' crews visiting
the Club when in Portsmouth. The first being the USS Providence crew on July
19TH for a Pot Luck Dinner, and the second the Jeanne Johnson on August 10TH.
Food will be a combination of donations by the members attending, supplemented
by the Hospitality Committee completing the dinner menus. A club burgee will be
presented to each of the ship's captains. The Hospitality Committee will also
invite the base Coast Guard Commander and the captains of the military ships in
port to a Wednesday Night Dinner.
R/C Jones noted that the menu for the month is being established by the caterer
and will be published in the monthly newsletter for the month ahead. R/C Jones
will write up a procedure for future Flag officers as an informational tool as
they assume their responsibilities.
There being no further questions or discussion Capt. Chambers moved for
acceptance of the report as given, seconded, and so voted.
VICE COMMODORE’S REPORT:
V/C Young began his report by bringing the Board up to date on the State's
request for approved soil samples which were taken at the time of fuel tank
installation in 1994. The vendors that did the work are no longer in business
and their records are not available. A letter is being sent to the State
requesting release from having to refile this information. Records of this type
are only kept for a period of five years. All inspections in the past 9 years
have been successful and approved by the State. However, an answer from the
State is necessary to close this format.
Foundation work on the west wall has been completed by P/C Gage and the new
windows on the west side wall of the clubhouse have been installed.
A request by a member whose mooring is in Pepperrall Cove, that a dodger be
installed on the new launch, was discussed by the Board and it was decided not
to add this appendage to the new launch. The launch has demonstrated itself to
be relatively dry except in extremely choppy conditions. In discussing the
launches Capt. Blidberg suggested that the launches be kept in a slip, not on
the face of the dock, when not in use.
There being no further questions or discussion, Capt. McCormack moved for
acceptance of the report as given, seconded, and so voted.
COMMODORE’S REPORT:
Cmde. Scott began reporting by reading a letter from the Ladies Committee
offering to purchase a mosquito magnet system for mosquito control around the
porch and outside deck. A general discussion followed the reading of the letter
with the acceptance by the Board of the Ladies Committee offer to purchase the
repellent system.
A second letter was read from Capt. Claude and Joan Marchessault complimenting
the Board on the New Members Cocktail Party presentation of the new members.
A third letter was also read from a member of the Hopetown Sailing Club thanking
PYC for its hospitality.
The following applications for membership have been received and sent to the
membership Committee for consideration:
William J. Gosselin Sponsored by Capt. O'Brien & Capt. Rushforth
Scott Pettis Sponsored by Capt. B. Kennedy & Capt. Dinsmore
Cmde. Scott concluded his report by asking the Board to, whenever possible,
emphasize to the staff to speak in a professional manner when dealing with
members and guests.
There being no further questions or discussion Capt. Watson moved for acceptance
of the report as given, seconded, and so voted.
CURRENT BUSINESS:
Cmde. Scott asked for any reports on current business to be brought before the
Board of Directors.
Capt. Goldberg noted that one of the new windows installed in the west wall
needs to be adjusted at the sill line. Cmde. Scott replied that he would speak
to P/C Gage to have the correction made. The sill top of foundation on the west
wall as previously reported by the R/C Young has been repaired and the repair
appears to be very successful thanks to P/C Gage's skills.
Capt. Bildberg explained the different qualities and prices of microphones
available and commented that the microphone demonstrated at the last Wednesday
Night Dinner greatly improved the ability to understand what the speaker was
saying when making announcements. The Board agreed and authorized Capt. Blidberg
to purchase the unit.
Capt. Watson submitted a draft of a set of instructions to be followed by a
member when he or she is the last person out of the Clubhouse in the evening;
where the light switches and gas shut offs, etc. are located. Cmde. Scott added
that he would review the instructions with the Steward.
Capt. McCormack made a motion to clarify the use of the facilities to include
the Hospital Guild and Propeller Club, which historically have had the use of
the Clubhouse on a Thursday evening, seconded and so voted.
Cmde. Scott opened discussion on the use of the Club house by PSA on a Tuesday
night. After general discussion the Board approved the use of the club for
Tuesday the 15th of July only.
Capt. Watson opened discussion on the possibility of addressing the sound
deadening of the Clubhouse in general. Capt. Blidberg commented on the
difficulty of achieving a relatively quiet room and the high cost of achieving
any real results. Treas. Harrigan also expressed how difficult it would be to
reduce the noise level to a acceptable level when holding a function and the
reasons for it.
NEW BUSINESS:
Cmde. Scott asked for any new business to be brought before the Board of
Directors.
There being no additional new business Cmde. Scott announced the next meeting of
the Board of Directors will be held on July 24, 2003 starting at 7:00 PM at the
Portsmouth Yacht Club, New Castle, NH.
This meeting adjourned at 9:20PM.
William F. Fleming
Secretary
*report/memo placed on file
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